The Session Chair’s Role

1. Moderating a Conference Session: The Important Role of the Session Chairand Keys to Holding a Successful SessionBased on the “Short Road to Great Presentations” byPeter & Cheryl ReimoldWith special thanks to the MST TCEdited by the E&TM Group

2. The Session Chair’s Role • Form a coherent theme for the session • Set a positive tone and maintain momentum • Encourage audience participation and lively discussion • Help and protect the presenters “The Session Chair can make the difference between a successful session and one that appears pointless, disorganized,……or thoroughly upsetting”

3. The Session Chair’s Virtues (PQR) • Preparation • Start early • Questioning and Summarizing Skills • Focused questions • Timely summaries • Responsibility • It’s YOUR session • Set the rules and maintain control

4. Track Chairs and Session Chairs A Short Diversion

5. The Track Chair and the Session Chair • Track Chairs develop an overarching theme • Consisting of a number of sessions • Strategic • Session Chairs develop the specifics of their particular Session • Consisting of a grouping of related paper topics • Tactical • Where the rubber meets the road!

6. If You are a Track Chair (1 of 3) • Start planning about 1 to 1 ½ years out • Pick a theme of which you are familiar and have an interest • Make a list of possible topics on the theme • Make a list of people who are most knowledgeable on those topics

7. If You are a Track Chair (2 of 3) • Contact those people and see if they are interested in: • Being a Session Chair or Session Co-Chair • Recommending someone to be a Session Chair • Writing and presenting a paper • Recommending someone to write and present a paper • Co-authoring a paper if you can find someone who is acceptable to them • Co-authoring a paper with a student or young professional in a mentorship role

8. If You are a Track Chair (3 of 3) • If the person is legendary in the field • Ask if they would be willing to provide an oral history to a student who can use it in a paper • Consider panel discussions • If this format is more suitable to your topic(s) • If you cannot fill a session with papers

9. If You are a Session Chair (1 of 4) • Work closely with your Track Chair • Get to know the other Session Chairs in your Track • If there is more than one Session Chair for your session (i.e., you are a Co-Chair) • Establish a protocol on how you will work together • Agree on division of duties • Ensure you re-visit these duties as the conference date approaches

10. If You are a Session Chair (2 of 4) • Building Your Session • Contact people and see if they are interested in: • Writing and presenting a paper • Recommending someone to write and present a paper • Co-authoring a paper if you can find someone who is acceptable to them • Co-authoring a paper with a student or young professional in a mentorship role • If the person is legendary in the field • Ask if they would be willing to provide an oral history to a student who can use it in a paper

11. If You are a Session Chair (3 of 4) • Building Your Session (cont) • Consider panel discussions • If this format is more suitable to your topic(s) • If you cannot fill a session with papers • Determine which presenters may be a “big draw” • If you are the 1st session of the 1st day, put them in the middle of the session • If you are in the afternoon, put them up front

12. If You are a Session Chair (4 of 4) • Building Your Session (cont) • Determine which presenters may be coming from overseas or may have difficulty traveling • Higher probably that these presenters may be no shows • Put these presenters at the end of your session, so you don’t lose your audience and/or your momentum • Sandwich Students and Young Professionals between your big draw presenters

13. Actively Recruit at the Previous Year’s Event • Actively recruit topics – and papers – at the previous event • For example, if building a session for the 2013 ASM, recruit from people who are at the 2012 ASM • Leverage the enthusiasm from the current conference • There is a high probability these folks will be returning to the next years conference • There is still a lot of time until their abstracts are due • They can discuss ideas with their colleagues at the current conference

14. Follow up on Commitments • If Session Chairs or Presenters are wavering, find out why • Try to keep them committed • Offer to adapt to their needs • Different session, different time, different day, etc • Try to eliminate “place holder” abstracts • Ensure you receive a full abstract

15. Back to the Session Chair Focus

16. Early Preparation is Critical • Tie separate contributions to a main theme • Guide presenters on their contribution relative to the theme • Inform each presenter of other contributions to the session • Beware of using initial abstracts for preparation – the paper may be very different! • Get the best out of your presenters • Motivate them to prepare well and early • Offer to review their papers / presentations Your diligent preparations will help minimize no-shows and last minute withdrawals

17. Getting the Best out of Your Presenters • Ensure papers are uploaded and submitted through ScholarOne prior to the deadline • “No paper, No podium” • Recognize that there may be issues emailing files • File size, firewalls • Verify that the presentations are compatible and will project well • Colors, font sizes, content • Dry run the presentation • Ensure the material fits comfortably into a 20 minute window

18. One Month to One Week Before Your Session (1 of 2) • Obtain content and biographical information from presenters • Ask presenters to prepare 2-4 questions that the audience might ask • Call each of your presenters • Talk to them at least once each prior to the conference (don’t rely on just trading emails) • Invite audience members who could enhance the quality of the session • Develop a session overview • Find a unifying theme • Develop focused questions to stimulate discussion • Formulate session rules

19. One Month to One Week Before Your Session (2 of 2) • Prepare a session agenda slide that can be projected prior to the start of the session or during gaps • Provides a professional feeling to the session • Provides a good visual for session gaps • Prepare a TC “advertisement” slide that can be projected during gaps • Augments the session agenda slide • Showcases your TC • Prepare a “stand-in” presentation for last minute withdrawals • Sponsoring TC “overview” • Relevant topic that pertains to the session theme

20. Speakers Breakfast • Plan ahead to meet with your presenters (when and where) • Review your session overview and presenters’ questions • Review biographical information • Verify pronunciations • Establish time-keeping rules • Signaling procedures • Ensure presenters understand your commitment to keeping the session on track • Review and agree on session protocol • Q&A format • If you have your own computer, offer to put presenters’ presentations on your computer • This will save time when switching from one presenter to another

21. Just Prior to The Session • Check your Speaker’s board to see if there are any changes • No-shows and last minute withdrawals • Familiarize yourself with the room • Where is the entrance / exit • How is the sound • Do you have all the equipment you need • Any IT issues

22. Starting The Session • Have session agenda on screen • Welcome audience and invite participation • Give a brief overview of the theme and how each talk contributes to it • Remind all attendees of time boundaries • Involve the audience from the start • Mention that you have possible questions that you will share before each paper • Invite them to note down and ask questions • Provide guidance on how many questions • Tell them when to ask questions • Introduce the first presenter

23. Introducing the Presenters • State the name, title, and biographical / other information relevant to the topic • Announce the title of the presentation • Mention questions or topics that the audience should consider Prepare well and be accurate Give the presenter the best start possible

24. Running the Session (1 of 2) • Support each presenter • Proper introduction • Help with technical issues and emergencies • Organize and control Q&A • Invite questions at the proper time • Repeat questions, if necessary • Direct the question to the appropriate presenter • Rephrase if necessary for clarity • Exclude or parry off-topic questions • Enforce Q&A rules including the per-person question limit

25. Running the Session (2 of 2) • Stimulate discussion • Ask focused questions when appropriate • Call on specific people, if necessary • Suggest ranges of questions to ask • “Connect” questions and comments to important themes • Enforce timing rules • Signal presenters on the time remaining • Politely bring a talk to an end, if it’s going over the allocation • Avoid repeated “begging”

26. Question Types • Open question • What can you tell me about flight simulation? • Closed question • Is flight simulation effective for training? • Focused question • What is the trade-off between simulation fidelity and transfer of training? • Use background statement + focused question

27. Managing Hostile or Off-Topic Questions • You are in charge – protect the presenter • Be gracious but firm with the questioner • Rephrase • Use well-meaning humor to deflect or rephrase the question

28. Ending on a High Note (Closing the Session) • Ensure you allow enough time for the closing statement • This is your chance to present the “take-home message” to the audience • Craft your summary using: • Your initially prepared notes and questions • Audience comments and questions • Remind the audience of other sessions coming up with related focus or relevance • Thank the presenters for all the good work • Thank the audience for listening and contributing

29. Closing Sequence • Thank all the presenters and audience • Summarize the session • Remind the audience of other sessions coming up with related focus or relevance • Close on the main message of value to the audience • Thank the presenters and audience again

30. Post-Session Activities • Request feedback • From presenters • From selected attendees • Accept and record feedback from all • Complete AIAA session form • To aid future conference planning • Submit Candidates for Best Paper Award(s)

31. You’ve graciously volunteered to be a AIAA Conference Session Chair THANK YOU!